Head of Estates
- Employer
- Reserve Forces and Cadets Association for Greater London
- Location
- London (Greater)
- Salary
- Salary of £46,204 plus London Weighting £3,000 = £49,204
- Closing date
- 6 Oct 2022
- Reference
- Head of Estates
View more
- Specialist Area
- Estates, property
- Job Level
- Manager / Supervisor, Director / Head / VP
- Sector
- Public Sector
- Contract Type
- Permanent
- Hours
- Full Time
ABOUT US
Our Story so Far
At GL RFCA we champion London’s Reserves Forces’ and Cadets through community and corporate engagement, estate management and support to local Reserve Units and Cadet Detachments.
Reservists are an integral part of the Armed Forces, working side-by-side with their regular colleagues at home and overseas.
Our History
Since 1908 we have been the voice for London’s Navy, Army and Air Force Reservists and Cadets.
Our Team
As a small and committed team we strive to promote the value and diverse skill set of the Armed Forces family to the local community and employers from all sectors.
Our Work
We provide informed support to help London’s Armed Forces Community and use our locally driven relationships to deliver defence outputs at a regional level. Perhaps most crucially we manage the Volunteer Estate, ensuring our Reservists and Cadets have proper facilities to train in and thrive.
ABOUT US
What we Do
ENGAGEMENT – We work to establish and maintain strong relationships with employers and community stakeholders to develop a mutually beneficial working relationship with the Ministry of Defence.
Our Engagement Team is here to advise and guide companies to adopt a forces friendly policy beginning with signing the Armed Forces Covenant, through their journey on the Employer Recognition Scheme to becoming advocates for Defence.
CADETS AND YOUTH – There are over 13,000 cadets across London, at GL RFCA we provide financial, administrative and logistical support that enables them to take on challenges and adventures that would otherwise be unavailable to them.
Importantly, we provide the recruitment support for the adult volunteers without which the cadet organisations would cease to exist.
ESTATES – Our Estates Team manage 40 Reserve Centre’s in London (including Maritime Reserve and RAF) along with 135 Cadet establishments.
We have successfully designed and project managed multi-million pound builds and provide all essential maintenance, repairs, leasing and safely compliance to the entire Reserve Estate.
HOW WE DO IT
Employer and Community Engagement
The engagement team supports the delivery of the prestigious Ministry of Defence Employer Recognition Scheme (ERS), including the Silver and Gold Award Ceremonies. Companies can be nominated for a Gold or Silver Award based on the commitment they have shown to being a forces friendly organisation.
Employers are invited to discover the benefits of partnering and Defence through unit engagement activities and domestic military initiatives. These events allow employers to take part in a challenges, test their leadership skills and see first-hand the transferable skill set Reservists bring to the workplace.
Cadet Initiatives and Adult Instructors
The hard work of London’s 13000+ cadets can be seen in the increasing number of events that they are involved in throughout the Capital, These include Remembrance Day Ceremonies at City Hall, Guildhall Yard and boroughs across London.
In addition to administering annual camps we have established combined events, giving cadets the opportunity to test their skills Events such as the much sought after Elworthy Trophy and Lord Mayor’s Music Competition are organised every year by the GL RFCA Youth and Cadets Team. Additionally we provide cadets the opportunity to be involved in events such as the Invictus Games and Lord Mayor’s Show.
In schools our commitment to the Cadet Expansion Programme is led by our dedicated School Cadet Expansion Officer who guides schools and offers advice throughout the process of establishing a unit.
Managing the Estates
The estates requires considerable funding to maintain the necessary and compliant standards which allow London’s Cadets and Reserve Forces to train and thrive. To achieve this the Estates Team juggle multiple projects, of varying sizes with limited funds.
In addition to our core funding we are required to source additional funding streams to meet these demands.
Alternative Venues (AV)
Alternative Venues London is the dedicated venue hire department within GL RFCA. They are a non-profit organisation which generates additional funding by hiring out facilities within the GL RFCA Estate.
With over 40 Reserve Forces and 80 cadet sites spread across London available for commercial venue hire, the money generated by AV is put directly back into the Estate.
THE GREATER LONDON ESTATE
Background
The Reserve Forces’ and Cadets’ Associations (RFCAs) are central government bodies with Crown status, each with their own schemes of association, drawn up in accordance with Defence Council regulations, under the Reserve Forces Act 1996. The RFCAs are the Arms’ Length Bodies (ALB) of the Ministry of Defence (MOD) and are coordinated by the Council of RFCAs (CRFCA) to enable the Associations to meet the requirements of their customers, within resources. The CRFCA gives advice and assistance to the Defence Council and to the Royal Navy, the Army and the Royal Air Forces on matters that concern Reserve Forces and Cadets.
A review of the RFCAs was launched in January 2019 by the MOD in accordance with the Cabinet Office guidance on Tailored Reviews of ALBs that are classified as Non-Departmental Public Bodies (NDPB), Executive Agencies (EA) or Non-ministerial Department (NMD). The Review concluded that the CRFCA and 13 RFCA ALBs should be regularised into a Non-Departmental Public Body. The work on this is on-going but implementation is not expected in law before 2024 at the earliest.
The 13 RFCAs, each with their own Estates Departments, manage and maintain the Volunteer Estate (VE) for the Reserve Forces and MOD-sponsored cadet forces. All maintenance is carried out by Small & Medium Enterprise contractors. The CRFCA Director Volunteer Estates (DVE) heads up a strategic Estates Team which provides direction and guidance to the 13 X regional RFCAs on all estates management and facilities management matters, as well as undertaking a 2nd party assurance role. Nationally, the VE comprises approximately 5300 buildings in some 2100 sites across the UK. The VE varies from small-building sites housing a cade hut, to large multi-building and multi-occupancy sites housing Reserve Forces, cadets, firing ranges and training areas. The buildings vary from modern, purpose-built facilities, to historical, listed buildings. Approximately £51m pa is spent on routine management and maintenance of the national VE, with typically a further £10-£20m pa spent on new works.
The VE in the Greater London RFCA consist of 239,000 sqm (approximately 33 football pitches) of built estate spread across 40 Reserve Centre’s and some 140 stand-alone cadet sites. These locations are encompassed within the M25 and represents a significant level of geographic and population density as illustrated below:
A key objective of the Estates Team is to provide a safe and legally compliant facility to enable the training and readiness of the Reserves and Cadet to be sustained.
Services provided to locations are a help desk facility; Health & Safety compliance regimes; planned maintenance schedules; infrastructure improvements; Contracting of Facilities Management; Statutory & Mandatory Inspections, Test and consequential repairs; support to injured service personnel.
Compliance testing generates around 7,000 tasks per annum and is managed within a £2m budget with a further £2m budget for reactive repairs and maintenance.
Project activity is currently delivered though a eight person team (including the Head of Estates) and is currently under review with potential for growth. The current staff structure is:
JOB DESCRIPTION
Background
The Association is responsible to Defence for all assets held on the regional Reserve and Cadet Asset Register. The properties are built, maintained and managed in accordance with the building and financial policies agreed with the Service Headquarters, Headquarters Regional Command and the Defence Infrastructure Organisation (DIO), through the direction and support of the CRFCA. The emphasis is on the planning, management and cost effective implementation of the construction, refurbishment and maintenance Programme for all Association premises and land. Additionally there will be the planning and implementation of funded Soft Facilities Management/Contracts through the Estates Facilities Officer.
Overall Purpose of the JobThe Head of Estates (HoE) is a Crown Servant and a full-time civilian employee of the Reserve Forces’ and Cadets’ Association for Greater London (GL-RFCA). Delivering one of the 3 Key Outputs of GLRFCA HoE is responsible to the Chief Executive for providing technical direction, advice and assistance on the implementation of all building, mechanical, electrical and civil engineering and facilities management (FM) matters. This includes the Management of the Administrative and Estates and FM staff of the Estates Department to achieve effective and value for money management for all aspects of the Association’s properties.
Principal Areas of Accountability/Tasks and Duties
Compilation and submission of Short Term Plans (STP) for Capital Works and Property Management to meet the Operational requirements of the customers. Prepare with customer input the annual Balance of Investment (BOI) submission. Prepare estimates of cost for all new works and maintenance services and establish priorities for such works in relation to financial limitations and staff capacity. Develop, with the Chief Executive and the Head of Finance, the in-year (and future year’s) budgeted maintenance and FM programmes. Develop and maintain the Service Register (SR) and the Planned Maintenance Plan (PMP). Develop the long-term building programme and the Building Life Cycle Replacement (BLCR) plan, including acquisition of land and disposal of properties surplus to requirements.In-Year Management
Responsible for the supervision, organisation and instruction of the Estates and FM staff, to deliver the works services and FM programmes which have been agreed with the customers and Director Volunteer Estate CRFCA. Implement the Planned Maintenance Programme (PMP) and ensure compliance with mandatory and statutory legislation governing estate matters, including Health and Safety at Work Acts. Responsible for the overall supervision of duties for the Estates administration to ensure prompt and efficient handling of all correspondence invoices, works service demands, returns, legal correspondence, accounts, and critically the Help Desk. Other than where consultants have been appointed, supervision of all building, mechanical, electrical and civil engineering works on all sites and properties within the Association’s area of responsibility, to ensure satisfactory workmanship, materials and progress in accordance with current regulations. Deliver projects on time and in budget. On an agreed periodical basis, currently biennial, carry out periodical internal and external inspections of all Association properties and prepare reports thereon for repair and maintenance purposes. Update and/or amend the annual PMP, keep proper records and report of all such works as an adjustment to the Condition Surveys. Ensure that liaison takes place with Defence Safety & Fire Officers and other Inspectors to ensure that all Statutory Fire Safety, Health and Welfare Regulations are observed or implemented in all buildings for which the Association is responsible. Oversee the preparation of all drawings, specifications, schedules of work etc., for all new works and maintenance programmes as funded by the customer in an and to end process. Oversee the applications for Planning, Building regulations and other Defence related approvals for all new building Works. Liaise locally with DIO on land management issues and accommodation matters as appropriate. Appoint, brief and manage, on behalf of the customer, architects and other nominated professional consultants on works service requirements and ensure that such requirements are properly met. Attend meetings with Consultants during the planning and construction stages. Apply tender procedures in accordance with pertaining procurement regulations and competition rules. Oversee and Project Manage (PM) all capital works projects funded & allocated to the Association, to ensure delivery on time in budget. Oversee the programme of Aids and Adaptions to Injured Service personnel’s private homes as directed by DIO. Attend and brief at both the Association’s Management Board Committee and act as Secretary to the Association’s estate Property Advisory Board. Facilities Management Prepare, plan and implement the necessary soft FM programmes against targets. Including Grounds Maintenance, Range & general cleaning and waste management in conjunction with the Estates Facilities Officer (EFO). Prioritise and implement energy efficiency measures against the Energy Management System (EMS) targets and in accordance with current best practice. Oversee the following:- Statutory & Mandatory compliance using contractors and implement as appropriate for the Association in conjunction with the Estates Compliance Officer (ECO);
- Association Vehicle Management;
- Association H&S policy (for all Association Staff).
Financial and Commercial
Monitor and maintain financial records of all individual works services and assess forecast of expenditure. Certify accounts rendered by contractors with the Head of Finance and prepare final accounts for all works services. Approve invoices, certificates and fee accounts in accordance with delegated powers determined by the Association Management Board. Organise and execute the annual works programme, keeping proper records of such works and monitoring and planning of associated expenditure. Evaluate and authorise contractors’ invoice accounts. Working closely with CRFCA, DIO and Head of Finance. Oversee and manage the annual Regionally Generated Income grant for Estates, schedule & prioritise works packages, seek Board approvals & implement works. Manage the regional Estates and Facilities Management budgets within annual limits, as agreed with the Chief Executive of the RFCA. Prepare, collate and submit the annual estates funding submission to CRFCA DVE in accordance with the Association PMP. Manage the GL RFCA Alternative Venues term contract and act as the responsible officer for provision of property/ assets for the AV service. Any other duties commensurate with the appointment, as directed by the Chief Executive.Competencies Required for the Post
Essential Competences.
Senior management and organisational experience. Be professionally qualified or validated as a Member of a relevant institute for instance RICS, IWFM or Chartered Institute of Building (CIOB) etc. or is demonstrably working towards such a qualification. Have external experience in Project Management to a value of at least £4.5M, have managed routine maintenance, Statutory & Mandatory compliance requirement and have an overview of property / estate management including Facilities & grounds maintenance. Previous experience of in Public Sector / Government estate work would be an advantage. Excellent communication, interpersonal and presentational skills. Strong IT skills, particularly Microsoft Word and Excel; and practical experience of managing and operating commercial Building Specification/ Project Management software. Full clean driving license. Desirable Competences Some awareness of the Reserve / Regular /Cadets military environment. Experience of Project Management for new build and major refurbishment and knowledge and experience of Government Departmental estate work. Budget management HR/Personnel Management experience.Health and Safety at Work
Lead by example and take reasonable care for their health and safety and of other persons who may be affected by their acts or omissions while at work. He/she will also be responsible for the health, safety and welfare of subordinate staff.
Performance and Development
Twice a year, have own performance assessed and reported upon by the Chief Executive.
Will be required to assess and write PDRs, twice per year as Line Manager or counter signing officer for members of the Estates staff. SecurityUndergo a Baseline Personal Security Standard (BPSS) check in accordance with the Association’s Security requirements.
Sign annually and comply with the Security Operating Procedures (SyOps) for the use of the Association Local Area Network (LAN) and MOD Wide Area Network (WAN) relating to both voice and data on IT Systems. GeneralAny other task within the broad remit of this role which may be reasonably required, including, but not limited to, ad hoc analysis and one-off reports.
Must administer, maintain responsibility for and take reasonable care of any vehicle, equipment and/or other items under his/her control. This job description may be reviewed in the light of changes during the period of the appointment and/or on change of the incumbent.PERSON SPECIFICATION
Knowledge and Experience
Senior leadership experience in a similar organization including directly managing a team responsible for a diverse group of specialists.
Experience of developing maintenance strategies and delivering an infrastructure programme using expert management skills. Track record of leading, inspiring, motivating and developing staff, skilled at building cohesive and motivated teams, committed to organizational vision and goals. Experience of working effectively in partnership with board members, staff and key stakeholders with the ability to engage effectively at all levels and to present complex information in an accessible way. Experience of budgets and financial planning and a good level of financial management competence. Some awareness of current Defence policies, Central and London Government structures and the Armed Forces, the Volunteer Reserve and tri-service Cadet Forces. A strong knowledge of risk management and governance matters. Skills and AbilityExcellent communication, relationship management and interpersonal skills; well-developed ambassadorial, influencing, networking, promotional and negotiating skills.
Strong leadership and management skills; comfortable with delegation to, and empowerment of, direct reports. Ability to represent the Association externally at all levels inspiring credibility and confidence particularly within the Ministry of Defence, the Armed Forces and their maintenance agents within the Defence Infrastructure Organisation (DIO). Ability to interpret and analyse data and present information in an accessible way. Can make sound judgement, appraise performance and manage risk. Well-developed commercial acumen and business management skills, with an understanding of the drivers of excellent customer service. A high level of motivation and enthusiasm and the ability to inspire and motivate others. Key personal attributesHonesty, integrity and loyalty.
A commitment to equality and diversity. Aligns with the Association’s mission and values. QualificationsEducated with relevant qualifications and/or experience.
BENEFITS PACKAGE
Salary of £46,204 plus London Weighting £3,000 = £49,204 (subject to pay award) Company Car (No cash equivalent is offered) Pension Scheme 5% Employee and 13% Employer 36.5 Working hours per week Annual Leave 25 Days (rising by up to 5 days for reckonable service) Flexible Working is negotiable Remote Working is negotiable Bonus Scheme Support for further training and CPD Post comes with an allocated office, mobile phone and parking space.APPLICATION PROCESS
Candidates should send a covering letter of no more than two sides of A4 along with their CV to
gl-offman@rfca.mod.uk and ensure that it is received no later than 16.00 on Thursday 6th October 2022 and interviews for retained candidates will be held on Thursday 13th October. Please focus on the reasons for your application with reference to the headings in the Person Specification. Indicate, providing evidence, how your knowledge, skills, experience and personal attributes either at work, or elsewhere, qualify you to undertake the duties and responsibilities set out in the main activities/key tasks of the Job Description.
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